Overview
The Search and Filter tools in the SmartVendor AP Helpdesk Mailbox help you quickly locate specific helpdesk messages, threads, and related documents in a high‑volume environment. Use the Quick Search bar for fast, keyword‑based lookups and Advanced Filters for precise, multi‑field queries across senders, labels, document types, and workflow status.
How to Use Search and Filters
Open the Mailbox tab in SmartVendor (AP Helpdesk).
At the top of the message list, locate the search bar and filter controls.
Use the Quick Search bar to type keywords, email addresses, invoice numbers, PO numbers, or phrases, then press Enter or click the search icon.
For more targeted results, open the filter dropdowns (for example, Record Match, From, To, Subject, Label, Status, Attachments), choose your criteria, and click Apply.
Combine multiple filters (for example,
NeedsHumanAttention+ Unread + last 30 days) for granular results.(If available) Save commonly used filter sets so you can rerun them quickly for recurring AP helpdesk workflows or audits.
Figure 1. AP Helpdesk Mailbox Search and Filter Controls
Table 1. SmartVendor AP Helpdesk Mailbox Filter Fields
| Filter Field | Operator / Options | Description / Example Usage |
|---|---|---|
| Record Match | Select (multi‑choice list) | Filter by linked record (e.g., vendor, account, or internal record). Example: Only messages related to a specific vendor. |
| From | contains | Filter by sender’s email address. Example: Messages sent from a particular supplier contact. |
| To | contains | Filter by recipient address. Example: Messages addressed to the shared AP Helpdesk mailbox. |
| Cc | contains | Filter by addresses listed in the Cc field. Useful when AP or stakeholders are copied. |
| Subject | contains | Filter for keywords in the subject line (e.g., “Payment status”, “Remittance”). |
| Label | Select (multi‑choice list) | Filter by workflow label used in AP Helpdesk. Common label values include: NeedsHumanAttention, RequestForPaymentStatus, GeneralStatusSent, etc. |
| Body | contains | Search the message body for keywords or phrases (e.g., “remittance advice”, “short pay”). |
| Sender Type | Select (multi‑choice list) | Filter by sender classification: Enrolled, External Cohort, Internal, Unenrolled, Unknown, or User. |
| Match Type | Select (multi‑choice list) | Filter by match type: Contact (person) or Domain (email domain match). |
| Pre-check | Select (Pass, Fail) | Filter by pre‑check automation outcome. Example: Show only messages where pre‑check failed. |
| Processing State | Select (Done, In Progress, Stalled) | Filter by task processing state. Example: Show Stalled messages. |
| Document Classification | Select (Invoice, Others) | Filter by detected document type. Example: Only messages where an Invoice was detected in attachments. |
| Date | equals, before, after (date picker) | Filter by sent/received date or date range. Example: Messages on or after the first of the month. |
| Task Type | Select (None, SmartBot, User) | Filter by task type attached to the message. Example: Only SmartBot tasks. |
| Attachment Type | Select (Any, CSV, Image, Other, PDF) | Filter by attachment type. Example: Only PDF attachments. |
| Email Direction | Select (Inbound, Outbound) | Filter by direction of message. Example: Only Inbound vendor messages. |
| Read Status | Select (Read, Unread) | Filter by read state to surface new or unread helpdesk items. |
| Task Status | Select (Done, New, Open) | Filter by task progress. Example: Show only Open or New tasks. |
| Task Assignment | Select (Assigned, Unassigned) | Filter by presence/absence of a task owner. Example: Focus on Unassigned tasks. |
| Task Assignee | Select (multi‑choice list) | Filter by specific task owner. Example: Show tasks assigned to a particular AP analyst. |
| Last Read By | Select (multi‑choice list) | Filter by the user who last opened the message. Example: Messages last read by a specific team member. |
These search and filter tools allow AP Helpdesk teams to quickly surface:
New payment‑status requests or PO status inquiries
Messages labeled
NeedsHumanAttentionor with failed pre‑checksRequests for remittance advice, short pay investigations, or record updates
Messages and tasks that are still Open or Unassigned
This reduces manual effort, improves response times, and helps ensure that high‑priority vendor and internal inquiries are handled promptly.